What is this?

Below are future board meeting agenda items.

How do you get an item on the board agenda?

Board members should share agenda item ideas on the board email list. Note in your message subject that you are proposing an agenda item. Non-board members should use the board contact form to share meeting agenda items to the board: http://www.ala.org/glbtrt/about/contact/board

The secretary will work with item-bringers, the chair, chair-elect and past-chair to craft agenda items.

What is this?

Below are future board meeting agenda items.

How do you get an item on the board agenda?

Board members should share agenda item ideas on the board email list. Note in your message subject that you are proposing an agenda item. Non-board members should use the board contact form to share meeting agenda items to the board: http://www.ala.org/glbtrt/about/contact/board

The secretary will work with item-bringers, the chair, chair-elect and past-chair to craft agenda items.

Meetings will be cancelled if there are no agenda items to share out at least 10 days before a meeting.

Agenda items should be shared with the board about 15 days before the meeting.

Reports shouldn't be read in meetings. Links to reports should be shared out on the agenda 10 days before the meeting so all will have time to read them. Reports can also be shared out on the board email list or the board contact form at anytime.

Each agenda item should include the following:

Action: state the desired outcome of the item (what do you want the board to do with your item?)

discussion OR listen to a report/update

Item Facilitator: Who will take responsibility for this item during the meeting and attend to work that must be done outside of the meeting?

Vote: Will voting be required?

Time: Estimate amount of time needed on agenda

Supporting Information: Supply related documents or links to them.

Agenda Items List

Table of contents:

Committee Member and Chair Guidelines (20 mins)

GLBTRT Board Meeting Norms Proposal (15 mins)

Evaluation of the Structure of the Stonewall Book Awards Committee (15 mins) [2016 ALA MW]

1. Committee Member and Chair Guidelines (30 mins) [David V will rework this item and share with the board for a future meeting.]

Action: Discuss adoption of general guidelines for committee chairs and members that cover things like participation expectations as well as dismissal procedures.

Action: Discuss accommodating committee members who cannot attend scheduled committee meetings at MW or Annual Conferences. Former chair of Rainbow Committee, Christie suggested this language for what would be allowable: "in case of extreme emergency* (such as family illness or stranded by weather, members on those committees who have acted in good faith all year be able to attend virtually at ALA Midwinter."

Item Facilitator: David Vess [or anyone who wants to volunteer]

Vote: n/a

Supporting Information for Posed General Guidelines:

Hi all, I've already covered this in the procedure manual I had to craft while I was chair (just to keep myself straight). In fact, I had to work with Amanda Clay using the dismissal procedure to remove someone from Stonewall. It went smoothly. I also used it several other times while I was chair but I can't recall the details. In each instance things went smoothly.

I just touched this up a but to incorporate some things said in this email thread. dsv

As you meeting scheduler (a job the past-chair does) you should know that we cannot guarantee that every OTR, Rainbow or Stonewall meeting will have wireless access. We can request wireless or even wired access but no guarantees can be made as to if the service will be provided. dsv

I share the following since I did a lot of work to assure we had 'legal' GLBTRT Board meetings on line: As long as the meeting is in real-time (not in email or discussion forums), there is no ALA policy that says a committees cannot use such tools as Skype to add others into a meeting who couldn't attend because of an emergency. Committee members will already know about the meeting far in advance since it's help at MW or Annual. dsv

2. GLBTRT Board Meeting Norms Proposal (15 mins) David V will rework this item and share with the board for a future meeting.]

During June 13 board meeting, the board: 1. Wasn't sure if all the language was needed. 2. Brainstormed about where these procedures would be placed. The GLBTRT Leadership Responsibilities document was one suggestion. Board decided this was an item for the Aug 2014 Conference Call.

X. Evaluation of the Structure of the Stonewall Book Awards Committee (15 mins) [Scheduled for 2016 ALA Midwinter Meeting]

Action: Motion to adopt the subcommittee structure of the Stonewall Book Award Committee.

Item Facilitator: Round Table Chair

Vote: Yes

Supporting Information: At the 2014 Midwinter Meeting, the GLBTRT Board voted to split the Stonewall Book Award Committee into two subcommittees. The board committed to revisiting this issue at the 2016 ALA Midwinter Meeting. This issue is item 9 on the minutes from that meeting: http://connect.ala.org/node/217048

The motion language committing the board to this: The motion language was: Motion to split the existing sbac into 2 subcommittees, one for literature and non-fiction and one for Children and YA, with the notion in 2 years, we (the board) revisit this issue and decide if we want separate committees (i.e. literature and non-fiction).

Action: Approve agenda for the July 2017 Executive Board meeting and approve minutes from the June 2017 Executive Board and June Membership meetings.

Item Facilitator: Deb Sica

Minutes: Megan Drake requested to move her portion to before the emerging leaders progress report. Sherry Machones requested that we discuss ALA Connect being down in August. Deb Sica moved to approve the amended agenda and minutes, Matt Ciszek seconded. Motion carried.

3. Secretary position

Action: Select a secretary to complete Paul’s term

Item Facilitator: Jen Maguire-Wright

Minutes: The Board went into a closed session to discuss the appointment of a Secretary to complete Paul Kelly’s term.

4. Board liaisons and RT representatives

Action: Discuss and appoint

Item Facilitator: Jen Maguire-Wright

Minutes: The Board confirmed committee liaisons. Jen Maguire-Wright will email existing representatives to see if changes are needed.

5. ODLOS EDI Strategic Direction Implementation Draft

Action: Information

Item Facilitator: Megan Drake

Minutes: Megan Drake is seeking feedback on the draft by July 31st. Please send feedback directly to her.

6. Emerging Leader Progress Report

Action: Information

Item Facilitator: Ana Elisa De Campos Salles

Minutes: Ana Elisa De Campos Salles sent in our sponsorship application to the Emerging Leader Program. She will send in our project proposal soon as they are requested. Three of the Board members met with the ALA Archivist at annual to discuss logistics of our project. It was recommended by the current Emerging Leader group that year two Emerging Leaders Project proposal needs to be more detailed. Lisa Johnston volunteered to be the Board contact for next year’s group.

7. GLBTRT Councilor Report

Action: Information

Item Facilitator: Ann K. Symons

Minutes: Ann Symons reported that very few things got done at Council this conference. More than two GLBTRT members elected to committees. The climate change resolution took the most time at Council because of procedure issues and was eventually adopted. The resolution on libraries as responsible spaces passed. There was a suggestion that we might want to add it to our toolkit. Council bid Keith Michael Fiels farewell. There were discussions at Council that business gets done at council forum instead of on the floor of Council.

8. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Minutes: Liz DeCoster provided her monthly update on finances. The social earned $790. The Endowment is at $270,730. Membership and donations are very robust and ahead of where we were last year.

9. Announcements/Adjournment

Action: Information

Item Facilitator: Jen Maguire-Wright

Minutes: ALA connect outage for august starts on the 10th. We may need to post agenda and minutes to the listserv.

Supporting Information: Liz will provide her monthly update on the Round Table’s finances.

8:40 (10m)

Minutes: April close numbers. See Liz’s spreadsheet. Operating revenues come from dues, donations, and sales. Ann - we only have one endowment, correct? Stonewall. We can’t transfer money out of that for general expenses. Restricted endowment. Do we also have a stonewall budget in the operating budget? It would be useful to have a stonewall line in the operating budget. The only thing we extract from the stonewall endowment is the $1,000. Can we have lines for the stonewall honorarium and one for stonewall expenses? Ann - do we need to ask Dan or Peter to verify with Bibliotecha what we should use the money for? Deb - no, it’s just a donation. We can vote, however, about where we want the money to go. Jen - we should acknowledge their donation in some way when we decide. Ann - at one of the upcoming meetings we should have a proposal for what we’d like to see that money for. Add to the July agenda. Jen - ALA membership is going down while Roundtable membership is going up. Should we be worried about that? Liz - we continue to purposefully underestimate our projected member growth due to this. Ann - what is our total balance right now? $30,979.

Minutes: Climate change resolution passed. New resolution on responsible spaces. Also draft on inclusion, diversity and equity as an interpretation of the Library Bill of Rights. Deb - can we get gender neutral bathrooms as an issue of accessibility included in the language?

4. Social Media Policy

Action: Discussion

Item Facilitator: Matt Ciszek

Vote:No

Supporting Information: The Board will discuss the latest updates/finalized version of the GLBTRT social media policy.

8:50 (10m)

Minutes: Matt - we were hoping to get all the work done before the meeting so we can vote. We’re going to open it up for discussion. News committee was unaware of what they should be doing WRT to social media; traditionally it’s been in the purview of the web committee. Going forward, this will be a joint responsibility between them. David Isaak: should some of this go into the procedures manual? Yes. Just give comments to Ana Elisa or Matt.

5. June is GLBT Book Month

Action: Discussion

Item Facilitator: Ann Symons

Vote:No

Supporting Information: The Board will discuss formulating a yearly plan about what happens each month and who does what in preparation for June is GLBT Book Month.

9:00 (10m)

Minutes: This is the end of year two/start of year three. Ann - we usually leave the planning until way too late. Two suggestions: one, we have an ad-hoc committee until 2020, or we give it to the advocacy committee to work on. Deb - add it to their advocacy charge. Peter - it’s already part of their charge. Ann - but we can’t assign both the Open to All Toolkit AND GLBT Book Month to Advocacy - it’s just too much. Ana Elisa - can we assign the toolkit to the Resources committee? David - let’s have the advocacy committee create the advocacy plan by October. Deb - end of September? Megan will be liaison for that. Jen - next February is when we need our spokesperson locked in for 2019. Ann - ask Robin Roberts. David - have them not only come up with a timeline (including social media, timeline for working with OIF), but also a program of events, and execute it. Ann - we’d like to be able to have promo materials for the membership by the Midwinter conference.

6. Open To All Toolkit

Action: Discussion

Item Facilitator: Ann Symons

Vote:No

Supporting Information: The Board will discuss both the Welcome To All posters progress as well as potential Open To All toolkit edits.

9:10 (10m)

Minutes: Peter - we need to update the list of recommended books. Have a first draft ready for the next meeting.

Supporting Information: The Board will discuss the latest changes to ALA’s conference program selection and planning process.

9:20 (10m)

Minutes: Deb - phase I, the information that we’re pressed to have by the Aug 25th deadline is our jury programs. Membership first, then chair, then committee meetings and business meetings. Three tiered rollout plan. History RT wants to partner with us for this coming annual. We could also partner with REFORMA on a jury program. Ann - by Aug 25th, how complete do the jury programs need to be? Peter - they have to be complete. Nobody is guaranteed a jury program. David - are we going to be on the Jury for 2020? No. Can we flip that? Peter - maybe we can all do programs together. Ann - what happens to Stonewall Book Awards program? Peter - unaffected. The point here is that they want to highlight the programming aspect of Annual and keep the RT type meetings out of the conference center.

8. News Committee Charge

Action: Discussion

Item Facilitator: Ana Elisa De Campos Salles/David Isaak

Vote: No

Supporting Information: The Board will discuss updating the charge of the GLBTRT News Committee.

9:30 (10m)

Minutes: Ana Elisa - charge was last updated in January 2014. Amelia and Ashley, co-chairs of the news committee, were brought in to help update it. Peter - are volunteers writing about books or is that the Reviews Committee? No - they don’t really post reviews, it’s more just informational blurbs. Matt - maybe the News Committee should change the format of GLBT News? Yes, they can format it however they want. Ana Elisa - let’s defer to Ashley from News Committee. Vote on the updated charge. Jen - how long will this be in effect? If it’s going to be a long time, maybe don’t namecheck Facebook and Twitter. David - we avoided saying social media because we didn’t want to imply they can start accounts themselves without board approval. Matt - let’s say “approved social media channels”. Voted, all in favor, non opposed.

9. ODLOS

Item Facilitator: Megan Drake

Minutes: Seeking feedback on the ODLOS Strategic Direction document by July 31st. Peter - outcome measure of success could be that a certain minimum number or percentage of EDI programs are selected by the Juries.

9. Midwinter 2018 Social/Annual 2018 Social

Action: Information

Item Facilitator: Ann Symons/David Isaak

Vote: No

Supporting Information: The Board will begin preliminary discussions regarding the socials for both ALA conferences in 2018.

9:40 (10m)

Minutes: Why don't we repeat the location from the last time ALA was in Denver? Ann - could we ask them for the whole venue? Maybe if we have a sponsor? Megan - Mango have expressed interest in the past with sponsoring us. Next annual can be agenda item for the July meeting.

10. Emerging Leader Progress Report

Action: Information

Item Facilitator: Ana Elisa De Campos Salles

Vote: No

Supporting Information: The Emerging Leaders class of 2017/18 will present their conference posters and update the Board on their work.

9:50 (10m)

Minutes: Working with ALA Archives. Need to create some forms for copyright release from donors. Make sure there's a steady stream of documents to archives instead of a massive dump (they’re part time). They can transfer their working google account to the RT. David will handle transferring the account. David - needs to be a committee that ensures continuity of contact with donors between change-over of emerging leader cohorts.

10. New ALA Connect

Minutes: Items from the current version do not go to Archives. We will call our shared files “Shared Files”. Matt - Web Committee Chair and Liaison to the Board from the Web Committee should have elevated privileges in the new system. Privacy - will our Connect be accessible to all or membership only? David - keep it membership only. Deb - keeping it public means more people can get the information. But isn't that what our website is for? Can we ask for both? Do we have specific poll needs? Peter - yes, for conducting meetings online.

11. Meeting Dates and Times for 2017/2018

Action: Information

Item Facilitator: Deb Sica

Vote: No

Supporting Information: The Board will settle a schedule for teleconference meetings in 2017/18.

10:00 (10m)

Minutes: Third Wednesday of the month, 3 pm EST. Send out agendas on the listserv. Also post the minutes on the listserv. Also CC the ALA Archivist on any documents.

12. Announcements/Adjournment

Action: Information

Item Facilitator: Deb Sica

Vote: No

Minutes: Peter - encourages current RT members to contribute planned giving for ALA and name the RT in their pledge.

Supporting Information: Members of GLBTRT’s Membership Promotion committee will be on hand to present their work to both the Board and GLBTRT membership.

12:00 (5m)

Minutes: Jeffrey from Membership - Started using Mailchimp, created templated letters. Reached out to 54 student groups. ALA memberships down 4%, but ours was up 16%.

8. ALA Elections/Candidate Pools

Action: Discussion

Item Facilitator: Deb Sica

Vote: No

Supporting Information: The Board will reach out to the membership regarding running for ALA office.

12:05 (5m)

Minutes:

9. GLBTRT Name Change

Action: Information

Item Facilitator: Deb Sica/Peter Coyl

Vote: No

Supporting Information: The Board will present on the history of GLBTRT, and how the group’s name has evolved over time. The Board will then discuss its method in soliciting new name suggestions from the membership over the past two months. The Board will then facilitate discussion between membership and the Board regarding the relative merits of these suggestions.

12:10 (25m)

Minutes: Member comment - whatever the name becomes, it needs to be instantly understandable to people outside of the group. Second member comment - we all struggle with labels. He appreciates the idea of using “Out” or “Pride” because we don’t have to continue adding letters.

11. Announcements.

Minutes: Jen pitched the membership on volunteering. There were technical glitches, so submitted applications may not have been received by the Round Table. Peter - 3M has donated money to the RT for three years. They have a wall to sign in the exhibit hall as well as buttons.

Supporting Information: Members of GLBTRT’s Membership Promotion committee will be on hand to present their work to both the Board and GLBTRT membership.

12:00 (5m)

8. ALA Elections/Candidate Pools

Action: Discussion

Item Facilitator: Deb Sica

Vote: No

Supporting Information: The Board will reach out to the membership regarding running for ALA office.

12:05 (5m)

9. GLBTRT Name Change

Action: Information

Item Facilitator: Deb Sica/Peter Coyl

Vote: No

Supporting Information: The Board will present on the history of GLBTRT, and how the group’s name has evolved over time. The Board will then discuss its method in soliciting new name suggestions from the membership over the past two months. The Board will then facilitate discussion between membership and the Board regarding the relative merits of these suggestions.

Minutes: Meeting called to order at 6:05 pm EST. All present, except Liz DeCoster.

2. Approval of Agenda and Minutes

Action: Approve agenda for the April 2017 Executive Board meeting. Approval of minutes from the May 2017 Executive Board meeting. (Link: http://connect.ala.org/node/266454)

Item Facilitator: Deb Sica

Vote:No6:05 (5m)

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances.

6:10 (5m)

4. Executive Board Meeting Agenda for Annual

Action: Discussion

Item Facilitator: Deb Sica

Vote:No

Supporting Information: The Board will discuss the agenda for the GLBTRT Executive Board meeting at ALA Annual 2017.

6:20 (10m)

Minutes: Deb wanted to talk about structure of the membership meeting. What do we want to prioritize regarding those agenda? Ann - April minutes details several agenda items for the annual executive board meeting. Social media policy, June is GLBT Book Club, adding Open to All (advocacy). New conference planning will also be discussed at both meetings. Ana Elisa - exec board, she and David want to update the charge of the news committee. Ann - midwinter social should be on the agenda, too. David - also annual; based on prior experience, it can be very complicated. Ann - progress report from the emerging leaders. Perhaps they can bring their posters to the meeting and talk about what they’ve been working on? For both meetings? Recommendations for handoff to the next team? Ann - did we put in for an emerging leader next year? Deb has not heard back yet. Any need to talk about the golden jubilee timeline meeting? Meeting times schedule for 2017-18.

5. Membership Meeting Agenda for Annual including facilitating a name change discussion

Action: Discussion

Item Facilitator: Deb Sica

Vote:No

Supporting Information: The Board will discuss the agenda for the GLBTRT Membership meeting at ALA Annual 2017. This will include the introduction of the proposed GLBTRT name change to the membership.6:25 (10m)

Minutes: Membership meeting - EL report; name change discussion (put the names on posters and post-its, with blank ones for other ideas, have people choose their top three - allocate 25 minutes to it - three people get colored dots (green, yellow, red?); Peter - as we start the conversation, we should highlight how our name has evolved. Peter will handle that part of it. Deb will discuss how this got started and how we solicited suggestions. 11 total names came up. Some of them are very close to one another. Should we list all 11? Yes. Or should we reduce it before it goes to a vote? Ann - what happens if we change the roundtable name to GLBT book month? We should put the 11 names as an attachment to the meeting agenda. Jen will figure out the dot system. Ana Elisa - we should award the lion’s share of the meeting towards this. Should we put this last, to make sure we address everything else? Emerging leaders towards the beginning. David - we need to talk about reaching out for elections to cultivate a more diverse candidate pool. Intro of everybody and intro of new, and outgoing; ELs; jubilee; plug for the social; program changes; membership committee briefing; elections and candidate pools; name change. Ana Elisa - has anybody aside from membership committee been invited to talk? Deb is going to reach out to specific people.

6. Social Logistics Confirmation for Annual

Action: Discussion

Item Facilitator: Deb Sica/Sherry Machones/Matt Ciszek

Vote:No

Supporting Information: The Board will discuss logistics for the GLBTRT social at ALA Annual 2017.

6:35 (10m)

Minutes: Sherry and Matt are basically figuring this out. Sherry will pick up the alcohol in Wisconsin. Beer/Wine/Soda/Water. 2 cases of red; 2 of white. 2 or 3 different kinds of beer. 2 kinds of red, 1 kind of white.

Minutes: Web committee has a demo site up; not ready to be shown yet. Each committee has their own webpage, and then the drive folders for committee materials. If you’re a member, you can login and access the materials, if you’re not you can’t.

8. Changing Conference Program Process

Action: Discussion

Item Facilitator: Deb Sica

Vote: No

Supporting Information: The Board will discuss its current conference program approval process, and hear potential changes to that process.

6:55 (10m)

Minutes: Changes are going to be recorded programs are subject to juried processes, but anybody from the group can submit a program from April through August. Program selection will be completed by end of September. Roundtables will be represented in a selection process by the ALA jury. We’re only represented one fourth of the cycle. We will not be in the first jury. Ann - can anybody (individual) submit a program? Or only units? Can we be slapped with a sponsorship without our consent? David - there’s potential that there may not be ANY LGBT library services that make it through. Very concerning.

9. Additional Film Program Added to Annual

Action: Information

Item Facilitator: Peter Coyl/Deb Sica

Vote: No

Supporting Information: The Board will hear details about the recently added film program for ALA Annual 2017.

7:05 (5m)

10. Welcome to All Poster

Action: Information

Item Facilitator: Deb Sica

Vote: No

7:10 (5m)

Minutes: Peter - Tess will follow up with Marcie at Advocacy. She contacted her on May 1st, and has yet to hear back. We’ll send a follow-up. Add toolkit edits to the Executive Board agenda. Open To All is the Toolkit. Make sure both are on the Executive Board Agenda (Open AND Welcome To All).

Action: Approve agenda for the April 2017 Executive Board meeting. Approval of minutes from the May 2017 Executive Board meeting. (Link: http://connect.ala.org/node/266454)

Item Facilitator: Deb Sica

Vote:No6:05 (5m)

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances.

6:10 (5m)

4. Executive Board Meeting Agenda for Annual

Action: Discussion

Item Facilitator: Deb Sica

Vote:No

Supporting Information: The Board will discuss the agenda for the GLBTRT Executive Board meeting at ALA Annual 2017.

6:20 (10m)

5. Membership Meeting Agenda for Annual including facilitating a name change discussion

Action: Discussion

Item Facilitator: Deb Sica

Vote:No

Supporting Information: The Board will discuss the agenda for the GLBTRT Membership meeting at ALA Annual 2017. This will include the introduction of the proposed GLBTRT name change to the membership.6:25 (10m)

6. Social Logistics Confirmation for Annual

Action: Discussion

Item Facilitator: Deb Sica/Sherry Machones/Matt Ciszek

Vote:No

Supporting Information: The Board will discuss logistics for the GLBTRT social at ALA Annual 2017.

Minutes: Called to order at 6 pm EST. Attendees unknown due to call-in difficulty.

2. Approval of Agenda and Minutes

Action: Approve agenda for the March 2017 Executive Board meeting. Approval of minutes from the March 2017 Executive Board meeting. (Link: http://connect.ala.org/node/265783)

Item Facilitator: Deb Sica

Vote:No

6:05 (5m)

Minutes: Ann wants to add “June is GLBT Book Month” as item 10. David spoke with Tess about this, so he’ll send those details out in an email. Matt can cede time on the social media policy; perhaps we can discuss in person at Annual.

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances.

6:10 (5m)

Minutes: Ended with net asset balance of $36,287. Expenses: $750 for emerging leader stipend. Revenues: $134 in donations. Membership is outpacing budget. We sold 4,084 in stonewall? Endowment climbed to $268,816, representing $160 of donations plus interest. Confirmation that stonewall budget line item that did not get created for this fiscal year WAS created for next. Ann - do we know anything about the Chicago social? What have we budgeted? Deb: we have Columbia. We either have to pay more on security, or not spend on food. Higher than we expected. They’re bringing ice but we’ll bring alcohol. Sherry will purchase out of state and transport to Chicago. Liz: Social $128 over budget (we budgeted $1,500). Ann - is Gale going to pay for the Midwinter social? Deb: unknown.

4. Welcome to All Poster Drafts

Action: Discussion

Item Facilitator: David Isaak/Tess Goldwasser

Vote:No

Supporting Information: Tess Goldwasser, chair of the Advocacy Committee, will be joining us to give an update on where the Committee is at with the Open to All/Welcome to All poster idea. Attached are draft signs. The Committee would like feedback from the Board. Below is Tess's description of the drafts:

We started with Ann’s suggestion of the signs that list all the people who are welcome: ALL ages, ALL races, ALL genders, etc.

But then we thought: What if we “miss” an “ALL” that is important to someone? Will our inclusive message then inadvertently fail for them?

Then we considered a more “aggressive” message, something about libraries resisting policy that would exclude anyone, but we didn’t want the sign to be too political, and dissuade librarians from posting it.

Finally we settled on addressing the library user directly: You are welcome here. It’s not political, and it’s without fail inclusive. If you’re in the library, no matter who you are, no question, you are welcome.

The “opentoall.png” file was our first draft. The “alwayswelcome.jpg” file is our second draft – changes being mainly that we attempted to add the RT logo, and use a for sure non-copyrighted image in the background.

We’re open to changes in design, as none of us are pro designers, and figure ALA will probably handle design in the final stages, as they did with the “Open to All” toolkit.

Speaking of design, I just want to mention I reached out to Rebecca McCorkindale, designer of the popular “Libraries are for Everyone” images - https://hafuboti.com/2017/02/02/libraries-are-for-everyone/ - and she said she’d be open to creating something for the GLBTRT if we wanted to formally approach her.

Minutes: David: Advocacy committee sent along two drafts for feedback. Purposefully avoided any “resistance” messaging. Apolitical. Used the second person to address patron directly. Ann: messages around Portland, while they do list all groups, you really do get a sense that they’re speaking to everybody, and not just a single group. We need to make sure that people don’t think we’re just referring to the GLBT community. Question: is this better coming from ALA? If it comes from us, and has our logo on it, then it automatically has a GLBT skewed message. If it isn’t just for the GLBT community, why would WE put this out? Why can’t it be specific? Ann asked if they got in touch with ALA’s advocacy committee. Can we use our logo and attach it to GLBT book month? Ann - perhaps we can create something a little more professional? Ana Elisa: would it be worthwhile exploring ALL of these avenues? An ALA version with broader reach, pursuing the GLBT Book Month angle, but also making a more general GLBT one dissociated from book month. Deb: it would be great to have it translated into additional languages. Ann - we should ask the Chair of ALA Advocacy for a spot on their agenda and go speak with them. If we do that, what do we do between now and then? Peter - can ODLOS assist us with working with ALA Graphics? Can they help us get it tweaked for various groups, with the priority being for GLBT Book Month? Ann - can we do both? Peter - yes. Matt - Gina Milsap (?) is the Chair of ALA Advocacy. David - do we expect the advocacy group to do this, or will it be GLBTRT? Ann - both. Tess or Tess and David should reach out to an Advocacy staff person to get their take on the idea.

5. Election Review - Next Steps

Action: Discussion

Item Facilitator: Deb Sica

Vote:No

Supporting Information: The Board will discuss the results of the latest ALA Election.

6:25 (10m)

Minutes: Due to Ana Elisa’s election, her position on the Board is now vacant. Should we invite Megan Drake to take over after annual? Ann - were we to do this, how would that affect the gender makeup of the Board? Currently there are only two men on the Board. Should we balance that out some? Peter - not so concerned with the gender makeup as with the candidates’ desire and ability to do the job. What about a trans candidate? Motion to recommend Megan. Ana Elisa seconds. In favour of the recommendation: all. Promote running for election to the membership at Annual. Membership committee meeting: we’ll talk about board composition and renaming GLBTRT.

Supporting Information: Ariana sent an email on behalf of our Emerging Leaders team, asking us to comment or give suggestions on the text for emails and the survey template the team has created to solicit materials for the archive, as well as some other questions involving the ALA Archive's accession rules. A draft of the template is attached. The Board will discuss.

Minutes: Ann - likes what they’ve done WRT the whole message about the archives. Ana Elisa: would we agree that the language in the templates is good? All: yes. Ana Elisa: send this to as many listservs as possible. We can help them with that. All: yes. Matt: It’s great that they have a plan and want to send out via social media, too, which means it can reach beyond the ALA membership. Ana Elisa: should we include a line that says how the materials should be treated? Isn’t that already in the Deed of Gift? Ann - people need to go directly to the archivist, and... Matt - the ELs need to develop a mechanism to connect interested parties with the Archivist. Lucas said that the staff have limited time to digitize and for all we know they might not have the machinery to digitize anything other than paper. Maybe we can talk to Gale about assisting with it? Also reach out to retirees who make no longer receive ALA communications.

7. Program promotion planning for Annual

Action: Discussion

Item Facilitators: Deb Sica

Vote: No

Supporting Information: The Board will discuss promotion strategies for the various GLBTRT related sessions to be held at ALA Annual.

6:45 (10m)

Minutes: Alana and Megan want to do cross promotion for the intersectionality session. They want our feedback on how to better get the word out about it. Ann - isn’t the board supposed to approve sessions? How many do we have? Two programs and then Stonewall Book Awards. Should we design a new logo, or just use the two existing logos of the groups to cross promote? Matt - she should take it to the News Committee. Ana Elisa: maybe Advocacy too?

8. Finalizing the GLBTRT Social Media Policy

Action: Discussion

Item Facilitator: Matt Ciszek

Vote: No

Supporting Information: The Board will resume discussion of the draft social media policy, with hopes to finalize it.

Minutes: Matt - nothing to add until Annual, since little feedback has been received. Deb: try and finalize it before our next meeting so we can send it to the membership at Annual?

9. June is GLBT Book Month

Action: Information

Item Facilitator: Ann Symons

Vote: No

Minutes: Ann: basically, we can’t keep leaving promotion of “June is GLBT Book” month until May. Let’s put it on the agenda for Annual. A yearly plan about what happens each month and who does what. A timeline. Sort out the responsibilities. Deb: we should also put it on the membership meeting agenda, too.

10. Google Framework Project and Internal RT Communication Streamline

Action: Information

Item Facilitator: Deb Sica/David Isaak

Vote: No

7:05 (end)

Minutes: David: some of us met at Midwinter to speak about infrastructure issues. We decided to create a new Google site with Google 2.0 platform to serve as a new repository for Round Table institutional memory. Plan here is we have asked the Web Committee to create this new Google site for us, meaning that once By-Laws are done with review of our new By-Laws document, we will put that on the new site; also, we will have a section for each committee and standing committee where we can put meeting minutes, tip sheets for Chair handoffs, etc. All of this will live in Drive and just be linked on the sites. The beginnings of a folder hierarchy can be found in the RT’s Google account (not final). We want our liaisons to reach out to their own committees to let them know about this project and to let us know if they already have Google accounts.

report activities to membership through round table communication channels; and

make recommendations to membership by all round table communication channels.

Board votes may be conducted by mail, electronic system, or conference call, provided that all board members are canvassed simultaneously. The chair has the authority to set a time limit within which the votes shall be recorded. If no such time limit is set, no vote shall be counted unless received within 30 days of the date the text of the matter to be voted upon was sent properly addressed to all board members.